Front Office Receptionist

SUMMARY
The Front Office Receptionist is responsible for providing a friendly, professional experience for customers at the Cuba Support Center, managing clerical and administrative duties as assigned by the Executive Administrator.

RESPONSIBILITIES

Business Results Orientation

• Maintain forms room and mail room supplies
• Manage Go-Card database and complete monthly inventory
• Order supplies and track CSC budget
• Code invoices and submit for processing
• Order and manage supplies for convenience stores
• Administer returned checks and restitution process
• Log Hepatitis A vaccines and send monthly report
• Manage uniform supply and perform inventory
• Maintain fax/copier machines, order toner
• Print company name tags, create donation baskets
• Manage weekly store supply shipping and online shipping systems
• Monitor printer reads and replace cartridges
• Maintain attendance and safety protocols

Communication

• Handle customer complaints and follow-up
• Keep supervisor informed of tasks and issues
• Sort and distribute incoming mail
• Use professional phone skills for communication
• Prepare outgoing mail, manage meeting room schedules
• Write business letters as needed

Customer Service Orientation

• Answer and direct incoming calls
• Assist with amusement park tickets, visitor check-ins
• Process forms and distribute company reports
• Manage cash cards, uniforms, and nametags for employees
• Process coupons and referral vouchers
• Distribute Anniversary Cards, assist with administrative projects
• Handle customer complaints professionally

Developing Talent

• Contribute to team performance and personal skill development
• Share expertise with colleagues
• Participate in training for professional growth and safety

Technical Expertise

• Provide company information to callers
• Maintain knowledge of office equipment and administration procedures
• Stay proficient in necessary software and complete projects efficiently
• Follow safety policies and report incidents as needed

SUPERVISORY RESPONSIBILITIES

This position has no direct reports.

QUALIFICATIONS

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The following qualifications are required, with reasonable accommodations available for individuals with disabilities.

Education:

• Required: High school diploma or equivalent
• Preferred: Specialized training in administration or office procedures

Experience:

• Strongly preferred: 1-3 years in an administrative role
• Proficiency in Microsoft Office Suite
• Customer service experience in a professional setting
• Basic experience with apps and social media platforms

Language Skills:

• Required: Ability to read, write, speak, and understand English for effective communication with managers, clients, customers, and the public.

Skills and Abilities:

• Ability to perform basic, repetitive tasks following established procedures
• Ability to communicate professionally via telephone
• Attention to detail and ability to follow procedures closely
• Maintain a friendly, helpful demeanor with customers
• Strong organizational skills

Technology and Equipment:

• Required: Computer, Microsoft Office, Apple products, smartphones, multi-line phone system, copier, printer, fax, Publisher, PowerPoint, postage machine, laminator, and other office equipment

Certificates, Licenses, and Registrations:

• None required

PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Disclaimer:

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws. Wallis Companies reserves the right to make changes to job descriptions as needed with or without notice to affected employees. Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws. This job description does not establish a contract for employment.